REQUEST FOR QUALIFICATIONS (RFQ) Central Valley Opportunity Center Winton Vocational Training Center Project Proposals Due: February 21, 2014 The Central Valley Opportunity Center ( CVOC ) is soliciting qualifications from consultants to provide architectural design, civil engineering and construction management services for the design of the Winton Vocational Training Center in the community of Winton, California. The intent is to hire a consultant or team of consultants that have the ability to provide complete design services, plans, specifications, preliminary and final cost estimates and construction management for the Winton Vocational Training Center and associated offsite improvements. The CVOC wishes to hire a consultant to design and engineer a master site plan. The CVOC will work closely with the selected consultant to review a variety of potential concepts and design features for the new facility to insure best land use, engineering and traffic circulation. After the design concept is approved by the CVOC, the consultant shall provide a complete bid package, including plans, specifications and cost estimates for future public bid. Once a general contractor has been selected, the consultant shall manage the construction of the facility through completion. The project shall be funded with U. S. Department of Commerce, Economic Development Administration funds. The final design shall incorporate the following major elements of logical layout, expandable student capacity, security and aesthetic appeal. Landscaping shall be consistent with the existing climate zone. The consultant shall prepare and analyze site plans and designs for feasibility and constructability including the preparation of both architectural, structural, MEP, and all necessary off-site improvement plans. The improvement plans are not limited to grading, sewer, water, storm drain, SWPPP, WQMP, street improvement, signing and striping, traffic circulation, and landscape plans. For specific instructions on information to include in the Proposal, refer to the section below entitled SOQ Format. Evaluation of the proposals and ultimate consultant selection process is identified in the section entitled Selection Process below. 1
PROJECT DESCRIPTION The Central Valley Opportunity Center (CVOC) is expanding its Vocational Training Center facilities in the community of Winton, CA. The planned vocational training facility site is located along the South side of Bridget Court, Winton, CA. 95388. The property is located within the unincorporated community of Winton within Merced County. The site is an irregular rectangle measured at approximately 140 x 840 or roughly 2.7 acres. The site is bare land at this time. The CVOC is receiving funding from the U.S. Economic Development Administration (EDA) and the design and construction of this project must meet the requirements of the EDA. The proposed construction will require further refinement during the project preliminary design phase to evaluate alternative layouts and designs. The project is summarized as follows: The project will include the construction of three separate prefabricated metal buildings, each housing vocational education classrooms. The facility expansion is on roughly three acres of undeveloped land adjacent to our existing facilities. Through this project the lot will be leveled and three metal classroom/office buildings will be built including a parking lot area to support the buildings. The new facility will house Central Valley Opportunity Center s vocational training classrooms, instructional laboratory areas and office suites. The total building space will be 9,960 square feet plus parking, security system, fencing and landscaping. The proposed construction will provide new technical education and community service facilities. SCOPE OF WORK 1. Conceptual Design - Consultant shall prepare a conceptual design for the Training Facility, which will be reviewed by the CVOC staff. 2. Project Schedule - Consultant shall prepare and maintain a project schedule to include realistic periods for final design, approvals, reviews and construction. 3. Cost Estimates - Consultant shall prepare during the course of design two cost estimates, one upon completion of the preliminary plan, and a second immediately prior to issuance of the request for construction bids. All work to be completed on the project will be California Prevailing Wage. 4. Staff Meetings - Consultant, in the course of design work, shall regularly meet with CVOC staff for input into Training Facility design plans (Approximately 3 meetings). 2
5. Public Meetings - Consultant s project manager shall attend scheduling and progress meetings with CVOC staff, as necessary. The project manager or the other appropriate key personnel who are expert in specific areas will also be available to attend presentations, public meetings and public hearings (if necessary). The nature and content of these meetings will be coordinated with the CVOC who will schedule and conduct the meetings. 6. Electrical Engineering - Consultant shall provide all electrical engineering services to include all necessary plans and coordinate with appropriate utility companies to determine location of utility lines and easements, transformer location and meter location and fixture schedules. 7. Landscape Design Consultant shall provide all landscape and irrigation system designs to include all necessary plans and, if necessary, coordinate with appropriate utility companies. 8. Construction Documents - Consultant, upon approval of the design by the CVOC, shall prepare construction documents (plans and specifications) and submit them to the CVOC and County Planning Department for approval. Consultant shall ensure all permits and approvals are obtained. The plans and specifications will define all plans to comply with all adopted Federal, State, and local laws, ordinances and codes. 9. Geotechnical Investigation- The Consultant shall provide a geotechnical investigation report as necessary for civil/structural engineering and design purposes and in accordance with the California Environmental Quality Act (CEQA). An individual or firm holding the appropriate license/registration shall perform said investigation. 10. Environmental- The Consultant shall thoroughly investigate and identify any and all environmental impairment liabilities affecting the project and properties therein, and provide all documentation and site assessment reports as required under the California Environmental Quality Act (CEQA), local, state, and federal guidelines, or as requested by the CVOC. Note: Phase 1 Environmental Site Assessment has been completed. 11. Bid Solicitation The CVOC will solicit bids; Consultant shall provide bid assistance to include answering questions from prospective bidders, bidder conference, assistance with distributing information in plan rooms, and participation in bid opening, bid analysis to determine lowest responsible bidder and a pre-construction meeting. For the pre-construction meeting the Consultant will identify all attendees, distribute an 3
agenda (prepared w/cvoc staff), record and prepare minutes to be distributed at a later date. 12. Bid Packets - Consultant shall prepare 20 complete sets of plans and specifications with one copy of plans on Auto Cad (or compatible program) and specifications on disk compatible to Microsoft Word (latest version). The CVOC will require one original copy of the final bid document package and one copy in electronic format (Microsoft Word). 13. Status Reports - Consultant shall prepare monthly status reports, which will be submitted with the consultant s invoice. 14. Construction Management - Consultant shall act as the CVOC s representative during the construction phase, and advise and consult with the CVOC in matters pertaining to the construction contract and clarification of plans and specifications. The Consultant shall visit the site at intervals (a minimum of once per week) appropriate to the stage of construction in order to become familiar with the progress and quality of the work to determine that the construction is proceeding in accordance with the plans. On the basis of such observation, the Consultant shall inform the CVOC as to the progress and quality of the work. 15. Construction Draws - Consultant shall review and approve or disapprove all construction invoices submitted by the contractor to the CVOC for payment. Consultant shall also review and make recommendations to approve or not approve change orders. 16. Shop Drawings & Submittals - Consultant shall review and comment upon all shop drawings and submittals. Consultant will participate in a final walk-through and prepare a punch list. All punch list items to be completed prior to formal CVOC acceptance of project. 17. Final Inspection - Consultant to participate in final inspection of Training Facility at the completion of construction. Consultant shall make recommendations for project acceptance as appropriate. Consultant will participate in an inspection at the end of the one year warranty period. 18. Record Drawings - The Consultant will be required to prepare record drawings from the contractor s redline as-built drawing at project completion and submit two copies to CVOC. 4
GENERAL SERVICES AND REQUIREMENTS 1. Monthly Invoicing - The Consultant shall submit invoices to CVOC on a monthly basis. Each invoice will be itemized and show tasks performed and percent complete for each task, number of hours worked per person/consultant and rate per hour for each person/consultant (in accordance with California prevailing wage rates and requirements), total contract amount, percent complete for specified work items and remaining contract amount. A monthly progress report must be attached to each invoice. 2. Indemnification - The Consultant, upon selection, shall agree to indemnify and hold CVOC, its officers, and its employees, free and harmless from damages uninsurable arising from death, personal injury, property damage, or other, to the extent caused by any negligent act, error or omission of Consultant, its employees, agents, invitees, or any subcontractor of Consultant relating to or in any way connected with the accomplishment of the work or performance of services concerning this project, other than the negligence of CVOC, its officers, employees or agents. Consultant shall agree to protect and to defend at his own expense, including reasonable attorneys fees, the CVOC, its officers and employees, from legal action to the extent that the above are caused by any negligent act, error or omission. 3. Insurance - Before commencing services, the Consultant will be required to obtain insurance policies from companies licensed to transact insurance business in California in the forms of coverage and minimum amounts specified below. The Consultant shall maintain the specified insurance coverage throughout the term of any agreement stemming from this RFQ, and shall provide a certificate of insurance to the CVOC to that effect; said certificate shall contain an endorsement stating that the Central Valley Opportunity Center is named as Additional Insured with regard to services provided to the CVOC. Insurance coverage shall include: - Comprehensive general liability insurance in an amount of no less than $1,000,000 per occurrence and $2,000,000 in the aggregate; - Professional liability insurance (also known as errors and omissions insurance) in an amount of no less than $1,000,000 per occurrence and in the aggregate; - Automobile liability insurance in an amount of no less than $1,000,000 per occurrence and in the aggregate; and - Workers Compensation insurance in an amount and form complying with applicable California law. 5
4. Contingency- The proposed project is contingent upon the approval of the Economic Development Administration. SOQ FORMAT The SOQ is limited to a maximum of 40 pages including attachments. Each firm shall submit three (3) copies of their SOQ. The SOQ must include the following information, in the following order: 1. Cover Letter - Shall demonstrate that the respondent has a clear understanding of the CVOC s intent with regard to this solicitation. The letter should also include a list of names of the individuals who will be primary contacts, as well as a list of prospective sub-consultants. 2. Scope of Services - A comprehensive list of services provided by respondent s firm. 3. Project Approach - A comprehensive description of the respondent s proposed means of delivering the various components of the project in a cost effective and timely manner consistent with the project scope described herein. 4. Qualifications and Experience A list of qualifications relating to the respondent(s) experience and ability in designing and developing training facilities or similar facilities. 5. Sample Designs Provide examples of similar projects that were completed by your firm including timelines, costs, and change orders. 6. Project Team - Provide a list of individuals and their qualifications (including resumes) that the respondent has committed to completion of the proposed project. This section should include a project team organizational chart. 7. References - A list of references (comprised of businesses, counties, cities, and other public agencies) to which the respondent has provided similar services in the last three years; include a contact person and phone number for each reference. 8. Schedule- Provide a detailed work schedule, organized in accordance with the respondent s scope of services, including specific milestones. 9. Fee Schedule The fee schedule shall be delivered in a separate sealed envelope. The fee proposal shall provide a cost breakdown for all professional services and personnel (classifications) that may provides services for the project. Each proposal is 6
to be based on a lump sum costing method and shall include all architectural design, civil engineering, construction management and other as detailed above. SELECTION PROCESS: All SOQs received will be reviewed and evaluated. Based on the evaluation of submitted qualifications, a list of the top ranked/qualified firms will be established. Evaluations will be conducted by representatives from the CVOC. The top ranked firms may be requested to provide an oral presentation and be interviewed at that time. Once all presentations/interviews are evaluated, firms will be ranked and negotiations will be initiated for the proposed CVOC Training Facility with the first ranked firm. The content of the subsequent cost proposal will become an integral part of the contract. If for any reason a contract cannot be negotiated, the next ranked firm will be selected from the Consultant ranking list. The basis for selection of a prospective consultant shall include experience and availability of the Project Manager and other key personnel to be assigned, understanding of the work to be performed, proposed approach, demonstrated competence in the services to be provided and history of meeting schedule deadlines and completing work within budget. Qualifications will be evaluated and ranked by a selection committee. Criteria used to evaluate qualifications will include: - Professional experience. - Qualifications of the proposed project team members in the work to be performed, including relative project experience, demonstrated design excellence and capability and involvement of key personnel. - Excellence in cost control and scheduling. - Experience with managing the construction of publicly funded projects and the ability to follow the requirements of applicable state and local regulations with respect to payment of prevailing wage, Affirmative Action, conflicts of interest, and related requirements. - Lack of personal, financial, or organizational conflicts of interest. - Volume of recent and current work relating to similar projects. - Relative location of firm to project site. - Demonstrated ability to commence work on short notice and complete projects within the established timeframe. 7
The SOQs will be evaluated and ranked based upon the following percentage based scoring system: - Experience and knowledge relating to other similar projects: 40% - Sample training facility design: 25% - References: 15% - Time Schedule: 15% - Fee Schedule: 5% APPLICATION PROCEDURES AND SCHEDULE: The CVOC reserves the right to accept, reject, and evaluate any and all SOQs, and to change the scope of this RFQ. Any SOQ submitted during this RFQ process becomes the property of the CVOC. The CVOC shall not be liable for nor pay costs incurred by the respondent in preparation of a response to this RFQ or any other costs involved, including travel. CVOC staff will evaluate all SOQs, and interviews may be conducted pending the outcome of the SOQ review. Upon the selection of a firm to complete the project, a fee will be negotiated. If the CVOC is unable to negotiate a reasonable fee with the highest ranked firm, the CVOC will negotiate with the second highest ranked firm. The CVOC reserves the right to select multiple firms to complete the various components of the project. Any and all agreements that may be generated as a result of this RFQ are contingent upon the approval of the Economic Development Administration and/or the CVOC Board of Directors. DISTRIBUTION OF RFQ & AMENDMENTS This RFQ is being distributed over the Internet. This document is posted on the Central Valley Opportunity Center Website at the following address: http://www.cvoc.org/news.html Consultants wishing to propose in response to this RFQ must obtain this document from our website. Due to the fact that anyone can download the RFQ and the CVOC has no method for tracking the distribution, the CVOC is not able to maintain a list of potential consultants /proposers and cannot provide individual notification of amendments to this RFQ. The CVOC will therefore post any addendums to the RFQ on the above referenced website. All Consultants are required to refer to the website after the 8
deadline for addendums to verify they have received all addendums issued for this RFQ. INQUIRIES Questions concerning this RFQ must be directed to CVOC by e-mail only to: Attn: John Jepson, Project Manager jjepson@cvoc.org Firms that respond to this RFQ must submit three (3) copies of their SOQs to the Central Valley Opportunity Center by no later than 12:00 p.m. on February 21, 2014. NO POSTMARKS OR FAXES WILL BE ACCEPTED). No late SOQs will be accepted, and any SOQ received after the deadline will be returned to the submitting firm unopened. Mailed SOQs can be addressed to the Central Valley Opportunity Center, P.O. Box 1389, Winton CA. 95388. SOQs can be hand delivered to the Receptionist at Central Valley Opportunity Center 6838 Bridget Court, Winton CA 95338. Proposals shall be sent in a sealed envelope and clearly marked: Proposal Winton Vocational Training Center Project in the lower left corner. The CVOC will not be conducting a preproposal workshop. SELECTION SCHEDULE The CVOC s proposed schedule for consultant selection, subject to change, is as follows: 1. Advertise for Proposals January 20, 2014 through February 21, 2014 2. Deadline for Addendums to RFQ February 5, 2014 3. Deadline for Submittal of Proposals February 21, 2014 @ 12:00 p.m. 4. Preliminary Selection of Firms March 7, 2014 5. Final Selection & Contract Negotiations March 14, 2014 6. EDA and CVOC Board Approval March 21, 2014 7. Execution of Agreement March 31, 2014 9